Session 232: Top Five Tips About Hiring a Virtual Assistant

[smart_track_player url=”″ title=”Top Five Tips About Hiring a Virtual Assistant” artist=”Melvin Varghese talks to Nicole Denison” background=”default” ]


Today’s show is one that I’ve looked forward to for a long time. We are covering a topic that comes up frequently in the STC community, which is the process of hiring a virtual assistant. I’ve been through this process more than once, and it was a rocky road before finding Nicole three years ago. Hiring a VA teaches you about your strengths, weaknesses, and communication skills. I’ve learned what tasks I can delegate and what help I need for long-term sustainability in my business.

Today you’ll meet Nicole Denison, who is my awesome VA. I found her through my colleague, Laura Reagan, who raved about Nicole and her abilities. I’m so thankful to have found Nicole three years ago, and I can honestly say that STC wouldn’t exist as it does today without Nicole’s hard work and dedication.

What We’ll Learn

    • Top Five Tips from Nicole and Melvin about hiring a VA:
      • Schedule weekly check-in meetings to connect verbally; keep the meetings concise, focused, and intentional
        • Longer strategic planning sessions are helpful several times each year to clarify long-term goals and priorities
        • Use software tools to establish consistent systems and break tasks into smaller steps
      • Be clear about the processes that a VA should handle for you
        • Consider specifically the “hard skills” and “soft skills” of a potential VA
        • Be clear about whether you need a VA to be a “goat” or an “eagle”
        • Look for the rare VA who cares about your business as if it’s their own
      • Look for specific core values in a VA
      • Use a tool like Slack to create channels for each product or service
        • Don’t use text messages for work instructions, but stick to email and a platform like Slack
      • Create (and constantly update) a list for tasks categorized as Automate, Delegate, and Batch
        • Allow your VA to help identify tasks to be delegated
        • Trust people on your team in their competence, and don’t micro-manage
      • How to get started with a VA for the first time

Resources Mentioned

Show Sponsor: ZynnyMe  Check out their amazing resources!

Kelly and Miranda of ZynnyMe also have a free community for pre-licensed therapists for studying for exams and getting support in everything that happens between grad school and private practice.

Mentioned in today’s show: Assistu



Sweet Process

The E-Myth Revisited by Michael E. Gerber

The 21 Irrefutable Laws of Leadership by John Maxwell

Thank You for Listening

I know that our lives are busy, and I’m grateful that you took the time to listen to this week’s podcast. If you enjoyed today’s episode, please share it with our colleagues and friends using the social media buttons on this page. Please consider leaving an honest rating and review for the podcast on iTunes as this helps the podcast reach more of our colleagues who want to build successful practices. Finally, feel free to join over 4,000 of our colleagues who are signed up for the Selling the Couch newsletter. You’ll learn valuable tips to build and grow your practice and get the podcast episodes delivered right to your inbox. You’ll also get FREE access to The Tax Write-Off Check List for Mental Health Private Practitioners.


Today’s Awesome Sponsor ZynnyMe

To check out the brand new FREE 4 Part Masterclass offered for therapists by ZynnyMe, go to


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